APA format is the most widely used academic writing style in the United States and is standard across psychology, education, social sciences, nursing and business programmes worldwide. Getting APA right — from the title page to the reference list — directly affects your grade. This complete guide covers every APA 7th edition requirement, with clear examples for every citation type.
📋 Table of Contents
What Is APA Format?
APA stands for American Psychological Association. The APA Publication Manual sets out rules for formatting academic papers, structuring arguments and citing sources. The current edition is the 7th (published 2020). APA is the default referencing style for psychology, education, social sciences, nursing, criminology and many business programmes — particularly in the US, Canada and Australia.
Page Formatting Rules
| Element | APA 7th Edition Rule |
|---|---|
| Font | One readable font throughout, such as 12pt Aptos, 12pt Times New Roman, 11pt Calibri, 11pt Arial, 11pt Georgia, 10pt Lucida Sans Unicode or 10pt Computer Modern. Your word processor's default font is also accepted |
| Margins | 1 inch (2.54 cm) on all sides |
| Line spacing | Double-spaced throughout — including reference list |
| Paragraph indent | 0.5 inch (1.27 cm) first line of every paragraph |
| Alignment | Left-aligned (not justified) |
| Page numbers | Top right of every page, including title page |
| Running head | Not required for student papers (7th ed.) — check your institution |
Set Up APA Format in Word and Google Docs
Set the page up once before you start writing, and the formatting follows you through the essay. Menu names vary slightly between versions, so treat these as a guide.
Microsoft Word
- Margins: Layout > Margins > Normal (1 inch on all sides).
- Font: choose an accepted font and size, for example Times New Roman 12pt, and use it throughout.
- Spacing: Home > Paragraph > Line spacing: Double, and set Before and After to 0 pt, since Word's default adds space after paragraphs.
- Paragraph indent: in the same dialog, Special > First line > 0.5".
- Page numbers: Insert > Page Number > Top of Page > Plain Number 3 (right-aligned).
- Reference list: select the entries, then Paragraph > Special > Hanging > 0.5".
Google Docs
- Margins: File > Page setup. The default 1 inch is correct.
- Font: choose an accepted font and size from the toolbar.
- Spacing: Format > Line & paragraph spacing > Double, then remove any space after paragraphs.
- Paragraph indent: Format > Align & indent > Indentation options > Special indent: First line, 0.5".
- Page numbers: Insert > Page numbers, and choose the top-right option.
- Reference list: select the entries, then Special indent: Hanging, 0.5".
Title Page
Every APA essay requires a title page. For student papers (the most common format), the title page should include:
[3-4 blank lines]
Title of Your Essay in Title Case Bold
Your Full Name
Department of [Subject], University Name
Course Code: Course Name
Instructor Name
Due Date (e.g. August 15, 2026)
💡 Note: APA 7th edition removed the running head requirement for student papers. However, some professors and institutions still require it — always check your assignment brief.
Abstract
An abstract is a brief summary of your essay, typically 150–250 words. Not all APA essays require an abstract — check your assignment brief. If required, the abstract appears on page 2, after the title page. Format:
- Centred bold heading: Abstract
- No paragraph indent on the first line
- 150–250 words summarising your topic, method, results and conclusions
- Optional keywords line below: Keywords: [italicised], then plain text keywords
Headings and Structure
APA uses five levels of headings to organise your essay. For most undergraduate essays, you will only need Levels 1 and 2:
| Level | Format | Example |
|---|---|---|
| 1 | Centred, Bold, Title Case | Literature Review |
| 2 | Left-aligned, Bold, Title Case | Cognitive Behavioural Therapy |
| 3 | Left-aligned, Bold, Italic, Title Case | Early Intervention Studies |
| 4 | Indented, Bold, Title Case, ends with period. | Sample characteristics. Text continues... |
| 5 | Indented, Bold, Italic, Title Case, ends with period. | Exclusion criteria. Text continues... |
How to Structure an APA Essay
APA tells you how to format a paper, not how to argue it, so your essay still needs a clear structure. For most essays, build the text like this after the title page:
- Introduction. Open with context, narrow to the question, and finish with a thesis statement that states your position. Repeat your title, bold and centred, at the top of this first page of text.
- Body paragraphs. Give each paragraph one point: a topic sentence, evidence from a source with an in-text citation, then your own analysis of what the evidence means for your argument.
- Conclusion. Restate your answer to the question, summarise the strongest reasons, and say why they matter. Do not introduce new evidence.
- References. Start on a new page. Every source you cited appears here, and every entry should be cited in the text.
💡 Where citations go: cite whenever an idea, figure or quote comes from a source, at the end of the sentence or in a narrative lead-in such as "Smith (2022) found…". Citing once at the end of a paragraph is not enough if the paragraph draws on several sources. For how to rewrite sources in your own words, see our guide to paraphrasing without plagiarising.
In-Text Citations (APA 7th Edition)
APA uses the author-date citation system. Every claim from an outside source requires an in-text citation. Key rules:
One author
Smith (2022) found that stress significantly impairs working memory.
Two authors
— Always use "&" inside parentheses, "and" in running text
Three or more authors
— Use "et al." from the first citation for 3+ authors
Direct quotation
No author
Long quotation (40 words or more)
Quotations of 40 words or more are set off as a block. Start the quotation on a new line, indent the whole block 0.5 inch from the left margin, keep it double-spaced, and do not use quotation marks. Put the citation in parentheses after the final punctuation. The example below is fictional.
Students who slept fewer than six hours on weeknights showed a steady decline in recall across the semester, and the decline was largest in courses that rewarded memorisation over analysis. These patterns were not explained by workload alone. (p. 52)
Paraphrase versus direct quote
A paraphrase restates an idea in your own words and still needs an author and year. A page number is optional for a paraphrase but encouraged, and required for a direct quote. Use quotes sparingly, only when the exact wording matters.
💡 APA 7th vs 6th: In APA 6th edition, three to five authors were cited in full on the first mention. APA 7th edition now uses "et al." for all sources with three or more authors from the very first citation.
Reference List
The reference list appears at the end of your essay on a new page. Key formatting rules:
- Centred bold heading: References
- Double-spaced, no extra space between entries
- Hanging indent — first line flush left, subsequent lines indented 0.5 inch
- Alphabetical order by first author's surname
- All sources cited in-text must appear in the reference list and vice versa
Reference List Examples
Journal article
Book
Book chapter
Website
No author, no date
Sample APA Essay Layout (Fictional)
This fictional sample shows how an APA essay looks after the title page, using page 2 and the reference list. The writer, topic and sources are invented for illustration, so do not cite them. The reference list entries use made-up details.
Many university students treat sleep as the first thing to sacrifice when deadlines close in. Research suggests this is a poor trade. Brown (2023) found that students who slept less showed weaker recall across a semester, and Smith et al. (2022) reported similar effects on exam results. This essay argues that protecting sleep is a study strategy, not a luxury.
Memory consolidation depends on sleep. Students who slept fewer than six hours on weeknights recalled less material by the end of term (Brown, 2023, p. 52).
Brown, L. M. (2023). Sleep, memory and learning in higher education. Journal of Student Cognition, 12(2), 45–61. https://doi.org/10.0000/jsc.2023.012
Smith, J. A., Lee, K., & Patel, R. (2022). Sleep and academic performance (2nd ed.). Example University Press.
What to notice
- The title is repeated in bold and centred at the top of the first page of text, and the page number sits at the top right.
- Each paragraph is indented 0.5 inch and double-spaced, with no extra space between paragraphs.
- Level 1 headings are bold, centred and in title case.
- Citations are author-date. "Brown (2023)" is narrative, "(Brown, 2023, p. 52)" is parenthetical with a page number for a specific point.
- The reference list is alphabetical, uses a hanging indent, and italicises the journal title and volume (or the book title), not the issue number.
Common APA Mistakes to Avoid
- Using APA 6th edition rules — running head, six-author threshold and other rules changed in the 7th edition
- Forgetting the DOI — always include the DOI for journal articles where available
- Incorrect author format — APA uses Last, F. M. format (surname, then initials) not full first names
- Missing page numbers on direct quotes — every direct quotation requires a page number (p. 47) or paragraph number (para. 3)
- Italicising incorrectly — italicise journal titles and volume numbers; do not italicise issue numbers
- Alphabetising incorrectly — alphabetise by surname, then by year for same author; then by title
- No hanging indent — the hanging indent is a specific APA requirement, not optional
- Citing sources not in the reference list — every in-text citation must have a corresponding reference list entry
Final Checklist
- ✓ One accepted font, 1-inch margins, double-spaced throughout
- ✓ Page numbers at the top right, starting on the title page
- ✓ Title page has title, name, affiliation, course, instructor and due date
- ✓ Title repeated in bold at the top of the first page of text
- ✓ Headings follow the correct level format
- ✓ Every source in the text has a reference entry, and the reverse
- ✓ Page numbers on direct quotes, and quotes of 40+ words set as blocks
- ✓ Reference list on a new page, alphabetical, with a hanging indent
- ✓ Abstract included only if your instructor asked for one
FAQs
What is the difference between APA 6th and 7th edition?
The main changes in APA 7th edition include: running heads are no longer required for student papers; "et al." is used for three or more authors from the first citation (in the 6th edition, three to five authors were listed in full the first time, and et al. was used from the first citation only for six or more); the publisher location is no longer required for books; DOIs are formatted as hyperlinks; and bias-free language guidelines were expanded. Always confirm which edition your institution requires.
Does APA require a title page for every essay?
Yes — APA format requires a title page for all papers. Student papers follow a simplified title page format (no running head required in 7th edition). Always check whether your instructor requires the student or professional paper format.
How do I cite a source with no author in APA?
Use the title of the article or webpage in place of the author. For in-text citations, use a shortened version of the title in quotation marks: ("Mental Health Statistics," 2023). In the reference list, alphabetise by the first significant word of the title.
Do I need to include a retrieval date for websites in APA 7th?
Only include a retrieval date for pages designed to change over time and not archived, such as a live data page, a wiki or a social media profile. In that case, add Retrieved Month Day, Year, from the URL before the link. A missing publication date on its own does not need a retrieval date; write (n.d.) instead. For most pages with a clear date, none is needed.
What is APA format for an essay?
APA format is the American Psychological Association's style for academic papers. For an essay it means a title page, a consistent font, 1-inch margins, double spacing, page numbers at the top right, author-date in-text citations and a reference list at the end with a hanging indent. The current edition is the 7th.
How do you format an essay in APA 7?
Set 1-inch margins, double spacing and an accepted font, add a student title page, repeat the title on the first page of text, use APA heading levels, cite sources in author-date form, and finish with a reference list on a new page. The setup steps above show how to do this in Word and Google Docs.
Does an APA essay need an abstract?
Usually not. Student papers only need an abstract if the instructor or assignment asks for one. If you do need one, it goes on page 2 and is typically 150 to 250 words.
What font should I use for an APA essay?
Use one readable font throughout, such as 12-point Times New Roman or 11-point Calibri, Arial or Georgia. APA also lists 12-point Aptos, 10-point Lucida Sans Unicode and 10-point Computer Modern, and accepts your word processor's default font. Follow your instructor if they specify one.
How do I cite in an APA essay?
Use the author-date system. Put the author and year in parentheses, for example (Smith, 2022), or name the author in the sentence, as in Smith (2022) found. Add a page number for direct quotes, and make sure every citation has a matching entry in the reference list.
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